Invoice Parsing

Invoice parsing turns a vendor’s invoice document into an invoice in FMV1. You bring the document in, the parse reads it, and what it finds becomes a draft invoice with the document attached — sitting alongside the fields it extracted so you can check them before anything is posted. Nothing reaches your books automatically. A parsed invoice is a draft until you choose Finalize, and until then it holds no payments and appears in no balances or reports. Before you begin: parsing maps each invoice onto the transaction types and line item types you’ve configured, so at least one type with a live line item type must exist — see Creating an Invoice Type. You need permission to add files to the company.

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How Invoice Parsing Works

Four visible stages:

1. The document arrives — you upload it, or a vendor emails it in.
2. A parse runs — you start it for an upload; an emailed document starts on its own.
3. A draft appears — one draft invoice per parsed document, with the document attached and the extracted fields filled in.
4. You finalize it — the draft is posted and starts counting.

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Getting Documents In

There are two ways to trigger automated invoice parsing: email an invoice to a configured inbox, or upload the document yourself.

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Emailing invoices in

Emailing an invoice is the simplest way to get it parsed. Send the invoice to your invoice address, with the document attached or in the email body, and AI Insurance creates an import and starts the parse for you. You do not need to upload the document or choose Parse Invoice. Find the address on Financials → Import Invoices. The Import by email card at the top of the page lists every invoice address for your company; use the copy button beside an address to share it with a vendor or paste it into an email. Each email arrives as one row in the Imports table. You can also find an address already configured for your company in Company Settings → Inboxes → Invoice. This is the place to copy, rename, or add an inbox. For the quickest day-to-day lookup, go to Financials → Import Invoices. The Import by email card shows the same configured address above the upload area. Email from a sender nobody has recognized yet is still kept, but held unparsed. The row reads Needs sender review with an amber Unrecognized sender marker, and offers Recognize sender or Block sender:

• Recognize sender adds the address to your allowed senders. Their stored imports become runnable, and their future emails are parsed automatically.
• Block sender drops their future emails completely — not stored, not shown.

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Configuring Invoice Parsing Inbox

If Import by email does not show an address, creating one takes just a few clicks. You need permission to update company settings — standard Carrier Admin and Policy Administrator roles have it.

1. Select your company name at the bottom of the left sidebar, then choose Company Settings.
2. In the Inboxes card, find Invoice and choose Add Inbox. Make sure you use the Invoice section; Submission and Policy inboxes send documents to different workflows.
3. Enter a short, recognizable inbox name and choose Add. The dialog shows the full address as you type. The name is trimmed and lowercased, must use letters or numbers with single dots, dashes, or underscores (up to 64 characters), and must be available platform-wide. If it is already taken, try another name.

That is all the setup required: copy the new address from the Invoice section and send an invoice to it. The address also appears immediately on Financials → Import Invoices, ready to share with vendors. The Allowed Senders controls below the inboxes are optional company-wide restrictions. With Only accept email from allowed senders on, add an outside vendor with Add Email before asking them to send invoices. You can also leave it off and approve a new sender from the Imports table the first time they email you.

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Uploading

Drag files or a whole folder onto the drop area — Drag files or a folder here, or click to browse — or choose it to pick files. A folder is flattened into its files. Send PDFs, PNGs, JPEGs, or WebP images. Anything else, and you’ll see is not a supported file type — attach a PDF or an image. Very large files are rejected too, with exceeds the maximum upload size of 1.0 GB. In practice a PDF over 50 MB or around a thousand pages is too big to read and will fail at parse time rather than at upload. An uploaded file is not parsed automatically. It arrives in the Imports table reading Not run, with a play button — Parse Invoice — that starts it. This is the one extra step for an upload.

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Tracking the Parse

Whether you emailed the invoice or uploaded it, find its progress in the Imports table on Financials → Import Invoices. Each email and upload has its own row, so you can track either flow in the same place. An emailed invoice from a recognized sender is already under way when its row appears — there is nothing to click. An uploaded invoice starts after you choose Parse Invoice above. In either case, the table refreshes itself while a parse is live, so there is no need to reload.

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What the statuses mean

The Imports table shows Files, Source (an upload, or the sender’s address), Uploaded, Status, and Parsed Result. Choose the file summary on a row to preview the document without leaving the page. The clock icon opens the row’s run history, where a failed run shows its error. Rows you no longer care about can be hidden and brought back with Show hidden.

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Reviewing the Draft

The Transaction link opens the draft with the document on the left and the extracted fields on the right, so you can read one against the other. A banner at the top says where you stand:

This is a draft transaction — it isn’t posted yet, so it holds no payments and shows in no balances or reports. Edit its details, then Finalize to post it (its number is kept).

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What gets extracted

Two things are deliberately left for you: the Payee is never guessed — the vendor’s name is in the memo instead — and the Event is never assigned, because the document doesn’t say which claim it belongs to. Set the Event on the draft before finalizing if the invoice belongs to one.

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Correcting what it read

The draft opens read-only; choose Edit to change anything. This is your one chance at some of it — the Type and the line items can only be changed while the invoice is a draft, never after it’s posted. Changing the Type re-types the existing line items onto the new type’s line item types, keeping their amounts, so check them before saving. Save Draft keeps your changes without posting.

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Where the parse tells you it’s unsure

There are no confidence scores and no highlighted fields. Instead, when something didn’t add up, the parse writes a note into the Memo — or into a line’s memo — in square brackets, and still succeeds. Read the memo on every draft. You can also choose Run Bill Review on the draft to check it against your billing standards — see Bill Review. If your company has any standards written, a review runs on a parsed invoice automatically as soon as it’s created.

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Finalizing

When the draft is right, choose Finalize. The confirmation is explicit:

This draft will be posted: its charges (and any parsed payments) are recorded, and it starts appearing in balances and reports. This can’t be undone, but the posted invoice can be voided.

Until you finalize, the draft shows in invoice listings with a Draft status and a muted, italic amount, and is left out of Owed totals.

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When a Parse Fails

A failed run creates no draft. Open the row’s run history to read why. The common causes are all fixable: To try again, use Re-run from Start or Re-run from Extract in the run history.

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What You’ll See Under Different Conditions

Verify the result: the import row reads Succeeded with a Transaction link; the draft shows the source document beside the extracted fields; the memo carries no [Parse check: …] note, or you’ve resolved the one it carries; the line items match the document’s total. Once finalized, the invoice behaves like any other — see The Invoice Lifecycle and Import Invoices.